Every document in Fluent has a status that tells you where it is in the processing lifecycle. You can see the status on the Documents list and on each document's detail page.
The seven document statuses
🟡 Draft
A new document that's still being prepared. Fluent has read the document, but it hasn't been submitted for approval yet. You'll see this when:
A document has just been uploaded and is being set up
Approvers haven't been configured on the Agent
Someone is still editing extracted fields before submitting
Drafts move to 🟣 Pending automatically once the document is ready for review.
🟣 Pending
The document is waiting for approval from one or more reviewers. This is the most common "waiting" state. Use the Awaiting my approval filter to quickly find documents you personally need to act on.
🟠 Approved
All required approvers have signed off. The document is ready to be processed into your ERP (or other connected system) and will move to 🟢 Processed once processing succeeds.
🔴 Rejected
An approver has rejected the document. It moves back to 🟣 Pending automatically when someone edits it and resubmits.
🟢 Processed
Fluent successfully processed the document and sent it to the target system. This is a terminal status — no further action is needed.
🔴 Error
Processing failed. Open the document to see the error details, fix the underlying issue, and reprocess. Common causes:
A required field couldn't be matched against ERP data
The ERP connection returned an error
The document couldn't be extracted cleanly
If it can't be resolved, contact support@fluenterp.com.
🔵 Waiting
Used for AP Invoices only. The invoice is waiting for matching receipts before it can be processed. Once the receipts are posted in your ERP, the invoice moves forward automatically.
How statuses change
The typical flow for a document is:
🟡 Draft → 🟣 Pending → 🟠 Approved → 🟢 Processed
Common variations:
A reviewer sends it to 🔴 Rejected, and an edit pushes it back to 🟣 Pending
An AP Invoice without matched receipts enters 🔵 Waiting first
If processing fails, the document lands in 🔴 Error and can be reprocessed
Filtering documents by status
Use the status filter in the Documents toolbar to narrow the list. In addition to the seven statuses above, there's a special filter:
Awaiting my approval — shows only documents pending your approval
Activity timeline
Each document has a full activity timeline on its detail page that shows every status change and action taken. Events logged include:
Uploaded — the document was received
Processing succeeded / failed
Approved / Rejected — with the user who took the action
Edited — extracted fields were updated
Deleted / Restored — moved to or from Trash
Rolled back — reverted to a previous version